11. Privacy Officer (Responsibilities)
Alexander Electric Limited has appointed an internal Privacy Officer to manage its privacy matters. The name of this officer is available by making contact with Alexander Electric Limited. The privacy officers duties include (but are not limited to) the following:
The Privacy Officer needs to be familiar with the NZPP's. Educational material is available from the office of the Privacy Commissioner which explains what Alexander Electric Limited needs to know in order to comply with the Privacy Act.
If a person complains to the Privacy Commissioner that Alexander Electric Limited has breached their privacy, the Privacy Commissioner may contact the Privacy Officer to discuss the complaint, and to see whether there is any means of settling the matter. The Privacy Officer shall provide whatever assistance is necessary. The Privacy Officer may be asked to provide background information or identify the staff members who can do so.
Complaints
In the event that a complaint about privacy issues is received the Privacy Officer will:
- Take ownership of the complaint and ensure that it is dealt with in a timely manner.
- Acknowledge receipt of the complaint within 24 hours and advise the complainant of their rights.
- Fully investigate the complaint.
- Respond, with findings, to the complainant within 20 days of receipt.
- Keep a record of all complaints received for ongoing review of policies and procedures.
In the event that a complaint about privacy issues is received via a credit reporter the Privacy Officer will:
- Take ownership of the complaint and ensure that it is dealt with in a timely manner.
- Acknowledge receipt of the complaint to the credit reporter within 24 hours (see attached Appendix A).
- Fully investigate the complaint.
- Respond, with findings, to the credit reporter within 7 days of receipt.
- Keep a record of all complaints received for ongoing review of policies and procedures.
Other
The Privacy Officer shall ensure that Alexander Electric Limited's documentation complies with the Privacy Act and Credit Reporting Privacy Code at all times.
APPENDIX A - SUMMARY OF RIGHTS (Rules 6 and 7 and clause 8)
A Summary Of Your Rights Under The Credit Reporting Privacy Code 2004 The Credit Reporting Privacy Code 2004 is issued under the Privacy Act 2020. It promotes fairness, accuracy, and privacy in the practice of credit reporting. Credit reporters gather and sell information about you such as a failure to pay your bills or if you have been made bankrupt.
You can find the complete text of the Code at:
[https://www.privacy.org.nz/the-privacy-act-and-codes/codes-of-practice/credit-reporting-privacy code/#:~:text=Credit%20Reporting%20Privacy%20Code%202004.%20This%20code%20applies,takes %20the%20place%20of%20the%20information%20privacy%20principles.](https://www.privacy.org.nz/the-privacy-act-and-codes/codes-of-practice/credit-reporting-privacy code/#:~:text=Credit%20Reporting%20Privacy%20Code%202004.%20This%20code%20applies,takes %20the%20place%20of%20the%20information%20privacy%20principles)
Privacy Act at:
http://www.legislation.govt.nz/act/public/2020/0031/latest/LMS23223.html
The Code, together with the Act, gives you specific rights, many of which are summarised below.
Limited information can be reported about you.
A credit reporter can only collect certain classes of information, set out in the Code, for its credit reporting database. A credit reporter will generally report information for no longer than 5 - 7 years: the actual retention periods are required to be displayed on each credit reporter's website.
Only certain people can access your file for certain purposes.
The Code limits the people who can gain access to your credit information. These will usually be credit providers who are considering your application for credit, but in some strictly defined situations the information may be available to prospective landlords, employers or insurers, to debt collectors, to those involved in court proceedings and to certain public sector agencies.
Your consent is required in most situations.
Most credit checks can only take place with your authorisation. This applies to access by credit providers, prospective landlords and prospective employers. Your authorisation may not be required for access by certain public sector agencies, those involved in court proceedings and debt collectors. The credit reporter is required to log each access that is made to your information and will normally disclose this information to you on request.
You can find out what is held about you.
You are entitled to request a copy of the credit information held about you by a credit reporter. You can ask for just the information contained in your credit report or for all the information held about you (which may include additional information, such as a more complete list of those who have accessed your report).
If you want the information quickly (within 5 working days) you may be required to pay a reasonable charge, but otherwise no charge may be made. A credit reporter must take precautions to check the identity of anyone making a personal access request. This may involve asking you for certain identification details, although these cannot be added to the credit reporter's database without your
authorisation.
You can dispute inaccurate information with the credit reporter.
Credit reporters must take reasonable steps to ensure the accuracy of the information they hold and must act promptly to correct any errors they become aware of. If you tell a credit reporter that your report contains an inaccuracy, the credit reporter must take steps to correct it. This will usually involve checking the information you provide with the source, such as a creditor who submitted a default. While the checking process is under way, the credit reporter must flag your credit report to show that the item has been disputed. The credit reporter must, as soon as reasonably practicable, decide whether to make the correction you have requested or to confirm the accuracy of the information. If the credit reporter needs longer than 20 working days to make a decision it must notify you of the extension and the reasons for it. If the requested correction is not made you must be told the reason and you may ask to have a statement of the correction sought but not made, attached to the relevant information. This statement will be included with future reports. If a correction is made or a correction statement is added, the credit reporter must inform anyone who has recently received your credit report of the change. They must tell you what they have done and provide you with a copy of the amended report. A credit report describes your credit history, not simply your current debts. Information about a bankruptcy that has been discharged or a default that has subsequently been paid in full can continue to be reported, provided it is updated to reflect the later developments, as it remains an accurate statement of those historical events.
You have the right to make a complaint.
Each credit reporter must maintain an internal complaints procedure and have a designated person to facilitate the fair, simple, speedy and efficient resolution of complaints. If you believe a credit reporter has breached the Code you should first approach them directly. If your complaint is not resolved you may complain to the Privacy Commissioner who has statutory powers to investigate the matter. Some cases that cannot be settled can be taken to the Human Rights Review Tribunal for final determination. Other civil law remedies may also be available including defamation and negligence.
Contact addresses.
Alexander Electric Limited 53 Dunlop Road Office of the Privacy Commissioner PO
- Onekawa NAPIER 4110 Ph (06) 650 4242
- Box 10094, The Terrace WELLINGTON 6143 Fax (04) 474 7595
Warning: This is only a generalised summary. In the event of a discrepancy between this summary and a provision of the code or Act, the code or Act prevails.
APPENDIX B - INFORMATION PRIVACY PRINCIPLES
NOTE
In some cases agencies are authorised or required by other legislation to collect, use, retain, or make available, personal information, and in most cases where an agency collects, uses, retains or makes available personal information in accordance with such legislation this will not amount to a breach of the Privacy Act. (IPP's10 & 11 of the Privacy Act 2020).
PRINCIPLE 1
Purpose of collection of personal information
- Personal information must not be collected by an agency unless-
- (a) the information is collected for a lawful purpose connected with a function or an activity of the agency; and
- (b) the collection of the information is necessary for that purpose.
- f the lawful purpose for which personal information about an individual is collected does not require the collection of an individuals' identifying information, the agency may not require the individual's identifying information.
PRINCIPLE 2
Source of personal information
- If an agency collects personal information, the information must be collected from the individual concerned.
- It is not necessary for an agency to comply with subclause
- if the agency believes, on reasonable grounds, -
- (a) that non-compliance would not prejudice the interests of the individual concerned; or
- (b) that compliance would prejudice the purposes of the collection; or
- © that the individual concerned authorises collection of the information from someone else; or
- (d) that the information is publicly available information; or
- (e) that non-compliance is necessary-
- (i) to avoid prejudice to the maintenance of the law by any public sector agency, including prejudice to the prevention, detection, investigation, prosecution, and punishment of offences; or
- (ii) for the enforcement of a law that imposes a pecuniary penalty; or
- (iii) for the protection of public revenue; or
- (iv) for the conduct of proceedings before any court or tribunal (being proceedings that have been commenced or are reasonably in contemplation); or
- (v) to prevent or lessen a serious threat to the life or health of the individual concerned or any other individual; or
- (f) that compliance is not reasonably practicable in the circumstances of the particular case; or
- (g) that the information-
- (i) will not be used in a form in which the individual concerned is identified; or
- (ii) will be used for statistical or research purposes and will not be published in a form that could reasonably be expected to identify the individual concerned.
PRINCIPLE 3
Collection of information from subject
-
If an agency collects personal information from the individual concerned, the agency must take any steps that are, in the circumstances, reasonable to ensure that the individual concerned is aware of-
- (a) the fact that the information is being collected; and
- (b) the purpose for which the information is being collected; and
- © the intended recipients of the information; and
- (d) the name and address of-
- (i) the agency that is collecting the information; and
- (ii) the agency that will hold the information; and
- (e) if the collection of the information is authorised or required by or under law, -
- (i) the particular law by or under which the collection of the information is authorised or required; and
- (ii) whether the supply of the information by that individual is voluntary or mandatory; and
- (f) the consequences (if any) for that individual if all or any part of the requested information is not provided; and
- (g) the rights of access to, and correction of, information provided by the IPPs.
-
The steps referred to in subclause
- (1) must be taken before the information is collected or, if that is not practicable, as soon as practicable after the information is collected.
-
An agency is not required to take the steps referred to in subclause (1) in relation to the collection of information from an individual if the agency has taken those steps on a recent previous occasion in relation to the collection, from that individual, of the same information or information of the same kind.
-
It is not necessary for an agency to comply with subclause
- (1) if the agency believes, on reasonable grounds, -
- (a) that non-compliance would not prejudice the interests of the individual concerned; or
- (b) that non-compliance is necessary-
- (i) to avoid prejudice to the maintenance of the law by any public sector agency, including prejudice to the prevention, detection, investigation, prosecution, and punishment of offences; or
- (ii) for the enforcement of a law that imposes a pecuniary penalty; or
- (iii) for the protection of public revenue; or
- (iv) for the conduct of proceedings before any court or tribunal (being proceedings that have been commenced or are reasonably in contemplation); or
- © that compliance would prejudice the purposes of the collection; or
- (d) that compliance is not reasonably practicable in the circumstances of the particular case; or
- (e) that the information-
- (i) will not be used in a form in which the individual concerned is identified; or
- (ii) will be used for statistical or research purposes and will not be published in a form that could reasonably be expected to identify the individual concerned.
PRINCIPLE 4
Manner of collection of personal information
An agency may collect personal information only-
- (a) by a lawful means; and
- (b) by a means that, in the circumstances of the case (particularly in circumstances where personal information is being collected from children or young persons), -
- (i) is fair; and
- (ii) does not intrude to an unreasonable extent upon the personal affairs of the individual concerned.
PRINCIPLE 5
Storage and security of personal information
An agency that holds personal information must ensure-
- (a) that the information is protected, by such security safeguards as are reasonable in the circumstances to take, against-
- (i) loss; and
- (ii) access, use, modification, or disclosure that is not authorised by the agency; and
- (iii) other misuse; and
- (b) that, if it is necessary for the information to be given to a person in connection with the provision of a service to the agency, everything reasonably within the power of the agency is done to prevent unauthorised use or unauthorised disclosure of the information.
PRINCIPLE 6
*Access to personal information *
- (1) An individual is entitled to receive from an agency upon request-
- (a) confirmation of whether the agency holds any personal information about them; and
- (b) access to their personal information.
- (2) If an individual concerned is given access to personal information, the individual must be advised that, under IPP 7, the individual may request the correction of that information.
- (3) This IPP is subject to the provisions of Part 4.
PRINCIPLE 7
Correction of personal information
- An individual whose personal information is held by an agency is entitled to request the agency to correct the information.
- An agency that holds personal information must, on request or on its own initiative, take such steps (if any) that are reasonable in the circumstances to ensure that, having regard to the purposes for which the information may lawfully be used, the information is accurate, up to date, complete, and not misleading.
- When requesting the correction of personal information, or at any later time, an individual is entitled to-
- (a) provide the agency with a statement of the correction sought to the information (a statement of correction); and
- (b) request the agency to attach the statement of correction to the information if the agency does not make the correction sought.
- If an agency that holds personal information is not willing to correct the information as requested and has been provided with a statement of correction, the agency must take such steps (if any) that are reasonable in the circumstances to ensure that the statement of correction is attached to the information in a manner that ensures that it will always be read with the information.
- If an agency corrects personal information or attaches a statement of correction to personal information, that agency must, so far as is reasonably practicable, inform every other person to whom the agency has disclosed the information.
- Subclauses (1) to (4) are subject to the provisions of Part 4.
PRINCIPLE 8
Accuracy, etc., of personal information to be checked before use
An agency that holds information must not use or disclose that information without taking any steps that are, in the circumstances, reasonable to ensure that the information is accurate, up to date, complete, relevant, and not misleading.
PRINCIPLE 9
Agency not to keep personal information for longer than necessary
An agency that holds personal information must not keep that information for longer than is required for the purposes for which the information may lawfully be used.
PRINCIPLE 10
Limits on use of personal information
- An agency that holds personal information that was obtained in connection with one purpose may not use the information for any other purpose unless the agency believes, on reasonable grounds, -
- (a) that the purpose for which the information is to be used is directly related to the purpose in connection with which the information was obtained; or
- (b) that the information-
- (i) is to be used in a form in which the individual concerned is not identified; or
- (ii) is to be used for statistical or research purposes and will not be published in a form that could reasonably be expected to identify the individual concerned; or
- © that the use of the information for that other purpose is authorised by the individual concerned; or
- (d) that the source of the information is a publicly available publication and that, in the circumstances of the case, it would not be unfair or unreasonable to use the information; or
- (e) that the use of the information for that other purpose is necessary-
- (i) to avoid prejudice to the maintenance of the law by any public sector agency, including prejudice to the prevention, detection, investigation, prosecution, and punishment of offences; or
- (ii) for the enforcement of a law that imposes a pecuniary penalty; or
- (iii) for the protection of public revenue; or
- (iv) for the conduct of proceedings before any court or tribunal (being proceedings that have been commenced or are reasonably in contemplation); or
- (f) that the use of the information for that other purpose is necessary to prevent or lessen a serious threat to-
- (i) public health or public safety; or
- (ii) the life or health of the individual concerned or another individual.
- In addition to the uses authorised by subclause
- An intelligence and security agency that holds personal information that was obtained in connection with one purpose may use the information for any other purpose (a secondary purpose) if the agency believes on reasonable grounds that the use of the information for the secondary purpose is necessary to enable the agency to perform any of its functions.
PRINCIPLE 11
Limits on disclosure of personal information
-
An agency that holds personal information must not disclose the information to any other agency or to any person unless the agency believes, on reasonable grounds, -
- (a) that the disclosure of the information is one of the purposes in connection with which the information was obtained or is directly related to the purposes in connection with which the information was obtained; or
- (b) that the disclosure is to the individual concerned; or
- © that the disclosure is authorised by the individual concerned; or
- (d) that the source of the information is a publicly available publication and that, in the circumstances of the case, it would not be unfair or unreasonable to disclose the information; or
- (e) that the disclosure of the information is necessary-
- (i) to avoid prejudice to the maintenance of the law by any public sector agency, including prejudice to the prevention, detection, investigation, prosecution, and punishment of offences; or
- (ii) for the enforcement of a law that imposes a pecuniary penalty; or
- (iii) for the protection of public revenue; or
- (iv) for the conduct of proceedings before any court or tribunal (being proceedings that have been commenced or are reasonably in contemplation); or
- (f) that the disclosure of the information is necessary to prevent or lessen a serious threat to-
- (i) public health or public safety; or
- (ii) the life or health of the individual concerned or another individual; or
- (g) that the disclosure of the information is necessary to enable an intelligence and security agency to perform any of its functions; or
- (h) that the information-
- (i) is to be used in a form in which the individual concerned is not identified; or
- (ii) is to be used for statistical or research purposes and will not be published in a form that could reasonably be expected to identify the individual concerned; or
- (iii) that the disclosure of the information is necessary to facilitate the sale or other disposition of a business as a going concern.
-
This IPP is subject to IPP 12.
PRINCIPLE 12
Disclosure of personal information outside New Zealand
-
An agency (A) may disclose personal information to a foreign person or entity (B) in reliance on IPP 11(1)(a), ©, (e), (f), (h), or (i) only if-
- (a) the individual concerned authorises the disclosure to B after being expressly informed by A that B may not be required to protect the information in a way that, overall, provides comparable safeguards to those in this Act; or
- (b) B is carrying on business in New Zealand and, in relation to the information, A believes on reasonable grounds that B is subject to this Act; or
- © A believes on reasonable grounds that B is subject to privacy laws that, overall, provide comparable safeguards to those in this Act; or
- (d) A believes on reasonable grounds that B is a participant in a prescribed binding scheme; or
- (e) A believes on reasonable grounds that B is subject to privacy laws of a prescribed country; or
- (f) A otherwise believes on reasonable grounds that B is required to protect the information in a way that, overall, provides comparable safeguards to those in this Act (for example, pursuant to an agreement entered into between A and B).
-
However, subclause (1) does not apply if the personal information is to be disclosed to B in reliance on IPP 11(1)(e) or (f) and it is not reasonably practicable in the circumstances for A to comply with the requirements of subclause (1).
-
In this IPP,-
prescribed binding scheme means a binding scheme specified in regulations made under section 213 prescribed country means a country specified in regulations made under section 214.
INFORMATION PRIVACY PRINCIPLE 13
Unique identifiers
- An agency (A) may assign a unique identifier to an individual for use in its operations only if that identifier is necessary to enable A to carry out 1 or more of its functions efficiently.
- A may not assign to an individual a unique identifier that, to A's knowledge, is the same unique identifier as has been assigned to that individual by another agency (B), unless-
- (a) A and B are associated persons within the meaning of subpart YB of the Income Tax Act 2007; or
- (b) the unique identifier is to be used by A for statistical or research purposes and no other purpose.
- To avoid doubt, A does not assign a unique identifier to an individual under subclause (1) by simply recording a unique identifier assigned to the individual by B for the sole purpose of communicating with B about the individual.
- A must take any steps that are, in the circumstances, reasonable to ensure that- (a) a unique identifier is assigned only to an individual whose identity is clearly established; and (b) the risk of misuse of a unique identifier by any person is minimised (for example, by showing truncated account numbers on receipts or in correspondence).
- An agency may not require an individual to disclose any unique identifier assigned to that individual unless the disclosure is for one of the purposes in connection with which that unique identifier was assigned or is for a purpose that is directly related to one of those purposes.
